Management Assistant to Head of Devices, Artwork & Packaging

MSI Pharma; Belgique; On-site; USD 50,000 - 70,000; Part time

Job summary

MSI Pharma is seeking an experienced Management Assistant to work closely with the Head of Devices, Artwork & Packaging. This role is essential for ensuring smooth operations in a dynamic international setting. Responsibilities include managing complex calendars, organising meetings, and processing invoices. The ideal candidate will have proven experience in supporting senior leaders, strong Microsoft Office skills, and fluency in English, French, or Dutch. A Bachelor’s degree is required, along with familiarity in SAP/SRM and Fieldglass.

Qualifications

• Proven experience supporting senior leaders in a complex, regulated environment.
• Strong Microsoft Office skills (Word, Excel, PowerPoint).
• Fluent in English, French, or Dutch.

Responsibilities

• Manage complex calendars, priorities, and agendas.
• Organise and coordinate internal and external meetings.
• Process expense reports, purchase orders, and invoices.

Skills

Supporting senior leaders

Strong Microsoft Office skills

Collaboration tools experience

Fluent in English

Education

Bachelor’s degree

Tools

SAP/SRM

Fieldglass

Job description

Location: Braine-l'Alleud, Belgium

Engagement: Freelancer (ASAP – long‑term)

Overview

We are partnered with a leading global pharmaceutical organisation to support them in hiring an experienced Management Assistant to work closely with the Head of Devices, Artwork & Packaging. This role is key to ensuring the smooth operational running of a global function. You will act as a trusted partner, supporting senior leadership by anticipating needs, managing complexity, and ensuring high standards of efficiency, quality, and compliance in a fast‑paced, international environment.

Key Responsibilities

• Manage complex calendars, priorities, and agendas to support effective time management
• Organise and coordinate internal and external meetings, events, and global business travel
• Proactively schedule recurring leadership and team meetings in line with corporate calendars
• Manage logistics for on‑site and off‑site meetings (meeting rooms, IT, catering, visitors, transport)
• Arrange travel and accommodation in line with company travel policies, including visa support
• Process expense reports, purchase orders, and invoices
• Coordinate contracts, CDAs, and documentation in line with compliance and delegation rules
• Support preparation of reports and presentations, including leadership and monthly reports
• Act as liaison between the function and internal/external stakeholders across time zones
• Support onboarding of new team members and provide back‑up support to peers when needed

Hard Skills

• Proven experience supporting senior leaders in a complex, regulated environment
• Strong Microsoft Office skills (Word, Excel, PowerPoint)
• Experience with collaboration tools (Teams, SharePoint, OneDrive)
• Familiarity with SAP/SRM for purchase orders and invoicing (preferred)
• Experience with Fieldglass for timesheet approvals (nice to have)
• Fluent in English, French or Dutch

Soft Skills

• Highly organised with excellent attention to detail
• Proactive, service‑oriented, and able to anticipate needs
• Comfortable managing multiple priorities in a fast‑changing environment
• Strong communicator with the ability to work across global, cross‑functional teams
• Calm, adaptable, and solution‑focused under pressure
• Trustworthy and confident handling confidential and sensitive information

Education

• Bachelor’s degree or equivalent experience
• Additional administrative or business certifications are a plus